Attachment
Auditor F/A
Listing Report
This
report will provide you with a listing of all fixed assets, with tag numbers
and their related costs, for your agency.
For year-end, ensure that you run this report by June 20, 2009 and again
on June 25, 2009. The purpose of running this report two more times before year
end is to examine the reports to ensure they are accurate and to make any
necessary adjustments prior to running the final report. If there are fixed
assets listed on this report that are not found during the annual physical
inventory, the equipment status needs to be changed to UL (Unable to Locate),
so they can be tracked until located. The final report should be run as
soon as possible after July 1, 2009 with a date as of June 30, 2009.
The following is a link for instructions on how to run this report.
Some special instructions to take note of:
Data
Selection: When running this report for fiscal year-end
annual physical inventory purposes, add one line of data selection above the or for object account is
greater than 171500 and one line below
the or for object account is greater than 171500. If you add a line of data selection, you need
to ensure that you add the same line above and below the standard or statement
that is already in the data selection. See number 10 of the instruction link
above for more information. By adding
this data selection, land and building object accounts are excluded.
On the Processing Options:
1.
Enter date
6/30/2009,
2.
Enter your three
digit agency number,
3.
Enter your three
digit division #, if applicable,
4.
Enter 8 for
fiscal year,
5.
Leave blank so
that disposed assets are not listed.
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This report will provide you with a list of all fixed asset tag
numbers recorded in the Asset Master Information of NIS for your agency for
which there has been no cost recorded in any year. If you have assets listed on this report, you
must determine if they need cost and correct those needing costs by June 25,
2009 in one of three ways. (1) Match the tag numbers of these assets with an
item on the Unposted Fixed Asset Transactions Report
(discussed next) and then post the appropriate dollars to the tag numbers with
no cost in the Revise Unposted F/A Entries in Fixed
Assets. (2) Research the actual cost of
the asset and input the cost into the General Ledger via a journal entry. When creating the journal entry, the debit and
credit need to be to the same business unit object combination for the same
amount (i.e. Debit 12345678.583000 for $500 and Credit 12345678.583000 for
$500). In the accounting module,
approve, and post the journal entry.
After the journal entry has posted, go to Revise Unposted
F/A Entries and bring up the unposted
transaction. Post the debit to the
associated tag number and pass on the credit.
(3) If a tag number has no cost posted to it and it will not be
utilized, you can delete the tag number in the Asset Master Information.
For those
items purchased on a Purchase Order prior to June 25, 2009:
1. If the item is being utilized, receive the
item in the Purchasing Module prior to June 25, 2009. Post the receipt batch (O) and post the
dollars to your fixed asset.
2. If the item still needs to be received and is
not being utilized, and a tag number has been created in the Asset Master
Information, the tag number should remain on the Fixed Asset No Cost Integrity
Report.
The following is a link for instructions on how to run this report.
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This
report will identify transactions that have been coded to object accounts
580300 586999, but have not been posted to a tag number in the Revise Unposted F/A Entries. All unposted fixed asset transactions must
either be posted to the fixed asset system, or passed on by JUNE 25, 2009.
When passing on a fixed asset transaction, you must put the reason you are
passing in the Explanation Remark field of the Revised Unposted
F/A Entries Screen. If there is something in this field, you can
delete what is there and enter your explanation for passing.
·
Instructions for
posting or passing on a fixed asset transaction are available on the
Cleaning
up all items on the Unposted Fixed Asset Transactions
Report is required
at year-end. If all transactions are not
cleared, your agency will be contacted.
The
following is a link for instructions on how to run the Unposted
Fixed Asset Transactions Report.
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We appreciate your cooperation and adherences to these established guidelines. If you have any questions about anything contained in this attachment, please contact either Amy Wilson at 471-0616, or Ramona Hartley at 471-0622.